Rise Mechanical Ltd. is a growing commercial HVAC service company providing installation, maintenance, and repair services for commercial and institutional clients across Ontario. Our work supports critical facilities including hospitals, telecom infrastructure, modular sites, and commercial buildings where reliability and responsiveness are essential.
We are building a professional, accountable, and high-performing team to support our growth. As our operations expand, we are seeking an Office Assistant / Personal Assistant to support day-to-day operations, coordination, administration, and leadership.
The Office Assistant / Personal Assistant will work closely with the CEO and management team to help keep daily operations organized and ensure that administrative, scheduling, documentation, and follow-up tasks are completed efficiently. The successful candidate will be highly organized, dependable, proactive, and comfortable managing multiple priorities in a fast-paced service environment.
Administrative Support
- Manage incoming calls, emails, and service requests
- Maintain organized digital records and documentation
- Prepare and update internal reports and tracking sheets
- Support general office administration tasks
- Organize and maintain company files and records
- Assist with preparing documents, correspondence, and internal communications
- Monitor and follow up on outstanding administrative items
Personal Assistant / Executive Support
- Provide day-to-day administrative support to the CEO and management team
- Manage and organize calendars, meetings, appointments, and reminders
- Assist with coordinating meetings and preparing required information or documents
- Maintain task lists and follow up on outstanding items
- Assist with personal and business-related scheduling and coordination as required
- Help prioritize and organize daily activities for leadership
- Conduct research and gather information when requested
- Prepare emails, documents, reports, and other correspondence on behalf of management
- Maintain confidentiality when handling sensitive business information
- Follow up with employees, customers, vendors, and other parties on behalf of management
- Assist leadership with various administrative and operational projects
Dispatch and Scheduling Support
- Assist with scheduling service calls and technician assignments
- Update job status and track progress in Housecall Pro or Jobber
- Coordinate with technicians and customers regarding timing and site access
- Follow up with technicians regarding job completion, documentation, and outstanding information
- Help ensure the next day's schedule is organized and confirmed
- Assist with rescheduling and responding to schedule changes
Invoicing and Billing Support
- Assist with preparing invoices and job documentation
- Ensure required job details are complete before billing
- Support the next-day invoicing process
- Follow up on missing job information, photos, timesheets, POs, and technician reports
- Assist with maintaining accurate billing records
- Communicate with customers regarding required billing information when needed
Customer Communication
- Confirm appointments with customers
- Provide updates on job status
- Respond to customer inquiries professionally and promptly
- Maintain professional communication with customers, technicians, vendors, and internal staff
- Escalate issues to management when required
Data Entry and Systems Management
- Enter and maintain accurate job data in company systems
- Upload documentation, photos, service reports, and other job information
- Support reporting and tracking across jobs and accounts
- Maintain accurate customer and vendor information
- Assist with keeping company systems and records up to date
- Learn and effectively use company software and technology platforms
General Operational Support
- Assist with procurement coordination and vendor communication
- Support tracking of tools, equipment, and materials
- Assist with supplier follow-ups and order tracking
- Help coordinate company vehicles, equipment, and other operational requirements
- Assist leadership with ad hoc operational tasks and projects
- Identify administrative or operational issues and proactively help find solutions
Qualifications
- 2–5 years of experience in an administrative, office support, executive assistant, personal assistant, or similar role
- Experience in a service-based or trades environment preferred
- Strong organizational and time management skills
- Strong attention to detail and accuracy
- Proficiency with Microsoft Office or Google Workspace
- Comfortable learning and using service software platforms
- Strong written and verbal communication skills
- Ability to manage multiple priorities and deadlines
- Experience with scheduling, dispatch coordination, or office administration preferred
Preferred Experience
- Experience working in HVAC, construction, or field service environments
- Experience with scheduling or dispatch coordination
- Familiarity with invoicing or bookkeeping support
- Experience with systems such as Housecall Pro, Jobber, QuickBooks, or similar platforms
- Previous experience supporting an owner, CEO, manager, or executive is an asset
- Experience coordinating vendors, employees, customers, or contractors is an asset
Personal Attributes
- Reliable and accountable
- Highly organized and detail-oriented
- Strong communication and customer service skills
- Professional and mature approach
- Able to manage multiple priorities without constant supervision
- Proactive and solution-oriented
- Strong follow-up skills
- Comfortable working in a fast-paced and rapidly changing environment
- Able to work independently while also supporting a team
- Trustworthy and capable of handling confidential information
- Willing to take ownership of tasks and see them through to completion
Candidates must be legally eligible to work in Canada.
Interested candidates are invited to submit their resume to [email protected]
Additional information about our company can be found at www.risemechanicalltd.com
Rise Mechanical Ltd.
Commercial HVAC Done Right.
Pay: From $18.00 per hour
Expected hours: 35.0 – 50.0 per week
Benefits:
- Dental care
- Extended health care
- Vision care
Work Location: In person
